Automated mail creation and processing system

ABSTRACT

A system and method for preparing mail packages to be sent to recipients includes a carrier envelope with a front address window and a back window. A content document having a style code printed on it is positioned at the back of the carrier envelope. The content style code is positioned to be visible through the back window of the carrier envelope. A reply envelope is enclosed with an address area aligned with the front window of the carrier envelope. Mail packages are prepared by storing a corresponding content style for the recipient. While transported, the content style code is scanned. From the style code, a recipient having the corresponding content style is selected from the stored list. That recipients name and address are printed onto the address area of the reply envelope.

RELATED APPLICATION

The benefit of priority is claimed under 35 U.S.C. §120 of U.S. patentapplication Ser. No. 11/222,265, filed Sep. 8, 2005, entitled AutomatedMail Creation and Processing System, which claims the benefit ofpriority under 35 U.S.C. §119 of U.S. Provisional Patent Application No.60/608,402, filed Sep. 9, 2004, entitled Automated Mail Creation andProcessing System with Verifiable Integrity, both of which areincorporated by reference herein in their entirety.

TECHNICAL FIELD

The present invention relates to preparing mail pieces for delivery, inparticular to satisfy requirements for mail contents that cannot includeinformation identifying the intended recipient, for example as in avote-by-mail system.

BACKGROUND OF THE INVENTION

Voting by mail is becoming increasingly popular. Several western Statesuse voting by mail as their primary method of voting. Voting by mail isalso used extensively in connection with absentee voting. For voting bymail, a ballot package needs to be prepared by the voting authority andsent to the voter in advance of election day. The ballot packagetypically includes a ballot, some instructions, and a return envelope tosend the ballot back in. The ballot package may also include a sampleballot and a security envelope. Different districts require differentcandidates/measures on the ballot. Also, within a district ballots arerequired for different language, different precincts, and rotation ofvote choices.

To maintain voter privacy and anonymity, the ballots themselves must notinclude any way to identify the voter. However, there must be some wayto verify that the vote came from the individual authorized to cast theabsentee vote. For this purpose, the return envelope is typicallysigned. The signature on the envelope is compared to the signature ofrecord for the voter to determine whether the absentee ballot can bevalidly counted. Once the return envelope is validated, the ballot canbe removed and counted separately.

In the past, much of the work in preparing ballot package to send tovoters has been done manually. Also, much of the work of receiving,validating and counting returned ballots has also been done manually.Such work has been costly, time consuming, and sometimes less reliablethan desired. Some attempts at automating the processes have been tried.For example, U.S. patent application US 2004/0041017, filed Mar. 4,2004, (incorporated herein by reference) describes some of thedifficulties and solutions for voting by mail processes.

SUMMARY OF THE INVENTION

The present invention overcomes disadvantage of the conventional methodsand systems by providing making the voting by mail process moreefficient and cost effective. Also, ballot packages can be processedmore reliably and with greater accuracy, security, integrity,accountability and auditability. Automated processes also provide someadditional privacy, because fewer people need access to voter ballots.

It should be noted that the preferred embodiments of the invention aredirected to preparing ballots, and accompanying materials, to be mailedto voters and returned to the voting authority for processing andcounting. However, instead of ballots, the methods and systems disclosedherein can be applicable to any kind of document. It is believed thatthe system is most useful for systems where the mail content includesdocuments, such as a ballot, that, by their nature, do not includerecipient information on them. Accordingly, it should be understood thateven though voting-by-mail is the preferred application for the systemdescribed herein, the system can be used to mail any kind of documentssubstituted for ballots.

Accordingly, the present invention provides a method for preparing mailpackages to be sent to recipients. The package includes a carrierenvelope with an open front address window and a back window. A contentdocument, such as a ballot, within the carrier envelope is positioned atthe back of the carrier envelope. The content document has a contentstyle code printed on it. The content style code is positioned on thecontent document so that it is visible through the back window of thecarrier envelope. A reply envelope is also within the carrier envelopepositioned at the front. The reply envelope has a recipient address areaaligned with the front address window of the carrier envelope.

Steps for preparing the mail packages include storing a list ofrecipients and for each recipient storing a corresponding content stylefor the recipient. The prepared mail packages are moved along atransport for processing. While transported, the content style code isscanned through the back window. Based on the style code, a recipienthaving the corresponding content style is selected from the stored list.That recipients name and address are printed onto the address area ofthe reply envelope through the address window on the front of thecarrier envelope.

In the preferred embodiment, the mail package is assembled with aninserting machine. The step of inserting is done independently of anydetermination of the recipient to whom the mail package will be sent.

Mail tracking information may be included on the mail package. Forexample, an inbound identifier code may be printed on the front face ofthe reply envelope. Also, an identifier code for the recipient can bepositioned to be read from the reply envelope. That identifier can becompared to the style code to ensure that the recipient is receiving theright content (ballot) style.

To further ensure integrity, the method may include a step of measuringa thickness of the mail package, or weighing it, and if a thickness, orweight, of the mail package does not comply with predetermined criteria,then outsorting the non-compliant mail package.

For auditability, the method may further include a step of capturing andstoring an image of the front face of the mail package after theprinting step. Capturing the image also allows a step of verifying thatthe recipient name and address information in the captured image matchan expected set of information for that mail package.

Further details of the present invention are provided in theaccompanying drawings, detailed description, and claims.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 depicts a lifecycle for a vote-by-mail system relevant to aballot processing system described herein.

FIG. 2 depicts a system for preparing voter computer files for use withan enhanced mailing system.

FIGS. 3A and 3B depict components of a mailpiece arranged for use in theenhanced mailing system.

FIG. 4 is a block diagram depicting components for creating outboundmail pieces.

FIG. 5 depicts an integrity checking system for outbound mail pieces.

FIG. 6 depicts an inserter for use in preparing outbound mail pieces.

FIG. 7 depicts a mail processing device for use downstream of theinserter for preparing outbound mail pieces.

FIG. 8 depicts a mail processing device with enhanced trackingcapabilities.

FIG. 9 depicts a flow diagram for processing inbound ballot envelopes.

FIG. 10 depicts first pass processing of the inbound ballot envelopes.

FIG. 11 depicts a process for comparing ballot envelope signatures tovoter signature records.

FIG. 12 depicts exemplary signatures displayed for comparison by theinbound ballot envelope processing system.

FIG. 13 depicts processing of inbound ballot envelopes in a second pass,after signature comparison.

FIG. 14 depicts a flow diagram for providing and using PLANET codes totrack outbound and return ballot mailpieces.

FIG. 15 depicts an arrangement of return envelope components for usewith enhanced tracking capabilities.

FIG. 16 depicts an arrangement of carrier envelope components for usewith enhanced tracking capabilities.

FIG. 17 depicts assembly of mail piece components for enhanced trackingcapabilities.

DETAILED DESCRIPTION

The improved ballot processing system includes complementary featuresthat are useful for many different aspects of an absentee voter, orvote-by-mail, system. FIG. 1 shows an exemplary voting by mail activitycycle, and suggested areas where the ballot processing system 1 canenhance the processes. The vote-by-mail process begins with creation ofelectronic voter files 2. Voter files 2 include voters' names,addresses, precincts, voter ID, and types of ballots to be used for theparticular votes. Another step is ballot composition 3, whereby thedifferent ballots are created listing the candidates, and/or ballotmeasure, in a style suitable for the voters. Different voters indifferent precincts may be required to receive different format ballots,and often in different languages. After ballot composition 3, theballots are printed via ballot printing step 4.

Next, mail preparation software 6 can be used to update address lists,or to put voter mailing addresses into a preferred postal format. Atstep 7, the ballots and accompanying materials are assembled andinserted into envelopes to be transported by the United States PostalService (USPS) 8 to the voter 9. The voter 9 indicates her votingchoices on the ballot and places it in the provided return envelope 10.At step 11, the USPS returns to ballot to the voting authority. At step12, the voting authority receives and verifies the ballots to be opened,sorted, counted and tallied in step 13. Any changes to voter informationor preferences as part of the voting-by-mail process can be used toupdate the voter files 2.

File Preparation

FIG. 2 depicts a voter file preparation module 20 to prepare voterrecords for use with the present invention. FIG. 2 refers to an “AVfile” which stands for “absentee voter” file. In this description,“absentee voting” is meant to describe voting by ail, whether it is doneby just a few voters, or if it is the exclusive method of voting. Voterfile preparation module 20 is a software package that uses variousmodules 24-27 to modify the current AV file 23 to provide maximumaccuracy and to take advantage of additional efficiencies. The enhancedballot on demand print file 29 and the enhanced AV file 30 are the endproducts of file preparation module 20 that will be used to control theequipment that will be preparing the ballot packages.

The current AV file 23 typically includes data 28 for voters in thejurisdiction. Data 28 might typically include voter name, address,ballot style, precinct, and voter ID. Different precincts most likelyrequire a variety of different format ballots to be provided to thevoter. Also, different ballot styles may be necessary for differentlanguages required by voters.

The CASS software module 24 includes software to standardize addressesto conform with postal regulations, and appends zip+4 zip codes. Thestandardized and enhanced addresses (along with the rest of the enhanceddata) are filed in the enhanced AV file 30, so that the cleansedaddresses can be applied to the mail with an ink jet printer 32connected to the mail preparation equipment.

A move update module 25 checks the voter file 23 against the USPSdatabase of people who have moved. If the move update module 25 findsthat an individual has moved, then the file preparation module 20creates a move update file 21 to provide to the voting authority. Thevoting authority can then use the move update file to amend its currentvoter registration file 22, which in turn will modify the currentabsentee voter file 23.

Presort software module 26 can rearrange the list of voters so that mailgoing to voters in proximal postal delivery areas, such as the same zipcode, can be prepared together. Thus, using the presort software module26, presorted batches of created mail can meet postal regulations inorder to receive postage discounts. Based on the presort software 26,the enhanced AV file may include flags to indicate priorities forgrouping the creation of mail pieces.

The PLANET code generator 27 is used to create one or more uniquebarcodes to be associated with the voter identification and the enhancedvoter file 30. PLANET codes are proprietary USPS barcodes that are usedto track mail pieces as they travel through the postal delivery system.In a first embodiment, the enhanced AV file 30 is updated to include areturn PLANET code (see exemplary enhanced AV file 28′), that will allowtracking of the return mail piece from the voter back to the votingauthority. In another embodiment, discussed in connection with FIGS.14-17, associated unique PLANET codes are applied to the mail piece fortracking the ballot on its outbound trip to the voter, and on theinbound return trip.

The present invention is preferably used in connection with a “ballot ondemand” system. In such a system AV file preparation module 20identifies how many of each style of ballot are required to satisfy thelist of absentee voters from current AV file 23. An enhanced BOD (balloton demand) file is created identifying the exact number of ballots ofeach style that need to be created. A laser printer 31 can be used bythe voting authority to create the ballots 33.

A ballot on demand system is preferred to older style systems in whichthe voting authority would order estimated quantities of ballots of allthe different styles from an offset printer. In order not to run out ofballot styles under the old system, extras had to be ordered, oftenleading to many wasted ballots and other materials. Also, if it isdetermined that if an error occurred in creating a voter's ballotpackage, then the appropriate new materials can be easily printed ondemand to make a new package.

Ballot Package Components

FIG. 3A depicts the components of a ballot mail piece that is formed inaccordance with the present invention. A ballot 34, instructions 35, anda reply envelope 36 are inserted into carrier envelope 37. Preferably,the back of the reply envelope 36 is inserted so that an address regionAR on the back of reply envelope 36 shows through front window FW of thecarrier envelope 37. The ballot 34 is positioned next to the back sideof the carrier envelope 37. As seen in view 34B in FIG. 3A, the back ofthe ballot 34B includes a barcode 38. Barcode 38 indicates the style ofballot 34. As mentioned previously, it is important that ballot 34cannot have any marking on it that can associate the particular ballotwith the voter to whom it is being sent. When the ballot 34 is foldedand placed in its rear position within the carrier envelope 37, thestyle code 38 is visible through back window BW on the back side 37B ofthe carrier envelope.

In FIG. 3B, a front view of reply envelope 36′ is shown along with aback view of carrier envelope of 37B′. FIG. 3B shows a mail piecearrangement that allows an enhanced tracking feature that is not includein FIG. 3A. In addition to a first back window BW, carrier envelope 37B′further includes a second back window BW′. As in FIG. 3B, the first backwindow BW allows the style code 38 of the ballot 34 to show through. Thesecond back window BW′ allows an additional barcode 39 on the front ofthe reply envelope 36′ to show through. For both barcodes 38 and 39 toshow through their respective windows, the carrier envelope 37B′ must bewider than both the reply envelope 36′ and the ballot 34. As seen inFIG. 3B the reply envelope 36′ must be positioned to the far right sideof envelope 37B′ while the ballot 34 must be positioned to the far leftside, and the two envelope contents will only partially overlap eachother.

Barcode 39, of the embodiment in FIG. 3A, preferably includes PLANETcode data. This PLANET code data will allow the reply envelope 36′ to betracked as it returns through the postal system to the voting authority.As will be described further in connection with FIG. 8, the barcode 39is scanned after the completed ballot package is formed and the barcode39 information is associated and stored with the corresponding voterinformation.

This inbound tracking code can give the voting authority advanced noticeof quantities of incoming return ballots. This notice can assist inplanning staffing and schedules for personnel to count the ballots.Fraud detection is an additional benefit of this tracking scheme. If thenumber of tracked mail pieces does not match the number of ballotscounted, then there is likely a problem that needs to be investigated.For example, if one thousand ballots were tracked in the mail, but onlyeight hundred were processed and accounted for, then a problem may haveoccurred.

Outbound Ballot Package Processing

FIG. 4 depicts the major components for a system to produce outboundballot packages to be sent to voters. A first component is an inserter40 that operates to collect and insert the package contents 34, 35, and36 into carrier envelope 37. For low volume of mail the inserter 40 canbe a table top inserter system such as the DI800 model from Pitney BowesInc., for higher volumes the inserter 40 can be a faster machine such asthe DM10 or Series 8 model inserters from Pitney Bowes. Details ofinserter 40 are depicted in FIG. 6.

If inserter 40 is a table-top inserter, that embodiment will likelyrequire that the inserted ballot packages be carried from the output ofinserter 40 to an input feeder 42 of an auto ballot mailer machine 41.For the higher volume applications, the inserter 40 will be directlyinterfaced to the auto ballot mailer machine 41 and the feeder 42 willinstead be a transport interface transport linking the two.

An important aspect of the present invention is that the inserter 40need not have any intelligence about whom the ballot will be sent to.The processes requiring intelligence, such as matching a voter with theballot, are all carried out within a relatively short span of equipmentlocated at the end of the process. By limiting the intelligence to thelast part of the process, the opportunity for errors to occur is limitedto a small portion of the equipment. In this way integrity is moreeasily maintained. Also, this approach allows conventional inserterequipment to be easily adapted for use with voting by mail without anyspecial programming for intelligence.

It is the output device 43 that includes the scanning equipment and theintelligence to determine who will be receiving the ballot packages. Theoutput device 43 (describe further in FIGS. 7-8) prints the recipient'saddress on the package. The output device 43 further scans uniqueidentification markings from the package and associates the uniqueidentification markings with the voter's file. This allows the uniqueidentification markings to be used later on to track the ballot duringpostal delivery.

Downstream of the output device 43, a mailing machine 44 may be used toprint the appropriate postage mark on the carrier envelope 37. Mailingmachine 44 would preferably be a Pitney Bowes DM series postage meter.Finally, an output stacker 45 can be used to neatly stack the finishedballot packages to be transferred to the postal service.

FIG. 5 depicts details of an integrity checking system that ispreferably associated with the auto ballot mailer machine 41. In thisexample, ballot package 51 has a front side 51F and a backside 51B. Thisintegrity system is used after the voter information has been printedonto the ballot package 51, through the front window FW onto the back ofthe enclosed reply envelope 36.

A scanner 52, positioned above the transported ballot package 51 in thisembodiment, scans voter identification information from the front 51F ofthe ballot package and provides the information to the system controllercomputer 54. A second scanner 53, in this embodiment positioned belowthe transported ballot package 51, scans the ballot style code throughthe back window of the carrier envelope on side 51B. The systemcontroller computer 54 confirms from the enhanced AV file 30 that thevoter identification obtained from scanner 52 correctly corresponds tothe ballot style code read with the second scanner 53. Preferably, anintegrity check record for each ballot package is sent to an output file59.

If the ballot style does not correctly match the voter, an error signal56 is generated, and record is created in a reprint file 57 indicatingthat the ballot package for that particular voter must be recreated.Mail pieces 55 that pass the validity test are transferred to an outputstacker device 50. Output stacker device 50 can perform sorting on thefinished ballot packages to receive optimum postal discounts. Also, acamera 58 on sorter 50 can be used to capture an image of the front 51Fof the ballot package. The captured image can then be associated withthe output file 59 so that an operator at a workstation 60 can view theintegrity status information from output file 59 along with an image ofthe ballot package.

In the preferred embodiment described above, camera 58 is a high speedimaging camera such as those known in the art and available from LakeImage Systems, Ltd. from the United Kingdom. Controller computer 54, orany computer described herein, is preferably a conventional personalcomputer. Alternatively, the computer can be a dedicated processorassociated with the corresponding equipment. Sorter 50 is preferably ahigh-speed, high volume, sorter such an Olympus model sorter availablefrom MailCode, Inc. of Lafayette, Ind.

FIG. 6 shows a side-view diagram of a representative inserter machine 40for use with the present invention. Pre-printed ballots 34 are placed ina feeder 61. Typically, ballots 34 having the same style will beprocessed in a group together. A folder 62 folds the ballot 34 so thatit will fit in the carrier envelope 37. As the ballots 34 are conveyedalong conveyor direction 65, a scanner 68 can be used to scan the stylecode information from the ballots 34. Depending on the scanned stylecode, different inserts 35 from feeders 63 can be collated with theballot 34 for insertion. Return envelope 36 is also fed onto theconveyor 65 from a feeder 63. Finally, a carrier envelope 37 is fed intoinsertion station 64, and the collated ballot 34, inserts 35 and replyenvelope 36 are inserted into the carrier envelope 37 to form anoutgoing ballot package 67.

Stuffed ballot packages 67 from inserter 40 are transferred directly ormanually to the auto ballot mailer machine 41. In the preferredembodiment, ballot packages 67 received from transport or feeder 42 areprocessed by a device 78 to verify that the package 67 includes theexpected quantity of contents. Device 78 is preferably a thicknessdetector that will generate an error signal if the package 67 is toothick. A package 67 that is too thick might indicate that more than oneballot 34 is enclosed within, and it is undesirable that any voterreceive more than one ballot. Device 78 could also be a scale thatdynamically weighs packages 67 and compares their weight againstexpected criteria. When an error is detected by device 78, a diverter 70removes the flawed package from further processing.

Prior to reaching the auto ballot mailer machine 41, the stuffed ballotpackages 67 do not include any indication of an intended recipient.Within its discrete processes the ballot mailer machine 41 identifiesthe intended recipient and marks the ballot package 67 accordingly. Ascanner 72 reads the style code 38 showing on the back of the ballotpackage 67 and transmits the style to controller computer 71. Thecontroller computer 71 accesses the enhanced AV file 30 that includeslists of voters, and the corresponding ballot types that they aresupposed to receive. The controller computer 71 selects a next voterwith a ballot type corresponding to the scanned style code 38, andinstructs the printer 32 to print the voter's name, address, voter IDcode, and other tracking information onto the back of the replyenvelope, through the open window FW in the front of the ballot package67.

After printing, an audit camera 73 captures data printed on the ballotpackage 67 and sends the data to the controller computer 71. Controllercomputer 71 validates that the decoded data includes the voter the dataexpected for that package, and updates the status in the output logfile. If an error is detected, controller computer 71 controls diverter74 to remove the erroneous package.

Also, audit camera 73 can be used to capture an image of the face of theballot package 67. This image is associated with the voter record and isstored in the image archive 77. After processing a run of ballotpackages, the controller computer 71 checks the enhanced AV file 30 todetermine voters for whom a finished and validated ballot package hasnot been prepared. The list of unserved voters is stored in an exceptionfile 76 which is used in turn to create ballots on demand of theappropriate type needed. Print information for creating the replacementballots is included in the ballot on demand file 29.

Scanner 72 and audit camera 73 are preferably high speed image capturecameras such as those from Lake Image Systems. The controller computer71 is a conventional personal computer. Controller computer 71 may alsobe more than one computer that shares information between differentnodes of the system. Printer 32 is a conventional address and/or barcodeprinter such as the kind available from Prism, Inc. of Duluth, Ga.

FIG. 8 depicts an embodiment using enhanced tracking feature for ballotpackages 67′ that are configured as shown in FIG. 3B. Ballot package 67′includes a style barcode B and a tracking barcode P, that are visible onthe backside of ballot package 67′. Tracking barcode P is printed on thefront face of a reply envelope that is enclosed within the ballotpackage 67′, and is intended to be used to track the return ballot as itis delivered from the voter back to the voting authority. Scanner 80scans code P and the controller computer 71 and the code is thenassociated with the voter record in the output log file 75.

In the figures, barcodes B and P are depicted as having a particularorientation with respect to the mail packages. However, it will beunderstood by one of skill in the art that the barcodes can have anyorientation, and be read. In particular, in an alternative embodiment,the barcodes may be turned by ninety degrees so that the long dimensionis parallel to the direction of travel of the envelopes.

Inbound Ballot Package Processing

FIG. 9 shows an overall flow diagram for processing of returned ballotmail pieces in accordance with the present invention. Incoming envelopes90 are loaded into a sorter machine 91. Sorter machine 91 may be aconventional sorting machine such as an Olympus model sorting machineavailable from MailCode Inc. of Lafayette Ind. Sorter machine 91includes an optical scanner to capture a voter identification code 93and the voter verification signature 92 from the incoming replyenvelope. As the incoming reply envelopes 90 are processed through thesorter 91, a signature verification file 94 is created in which thecaptured signature 92 images are associated with the corresponding voteridentification obtained from the code 93.

The captured images from the signature verification file 94 and arecorded image of the voters signature from the current voter signaturefile 95 are transmitted to a workstation 96 for validation. In thepreferred embodiment, an operator compares the signature from theenvelope with the signature from the voter's record. Alternatively, thesignature from files 94 and 95 could be compared with known signatureanalysis software. The voter's electronically stored signature in file95 is obtained at the time the voter registers to vote.

Based on the comparison done at computer work station 96, a validationfile 97 is generated. For each envelope 36 for which the signature wasexamined, the validation file 97 indicates whether the validation wassuccessful or not. The validation file 97 is provided to sorter 91 whichagain processes the entire set of envelopes 90. Envelopes 90′ that weresuccessfully validated are separated from unvalidated envelopes 98.Unvalidated envelopes 98 must be specially handled to determine if theyshould be counted.

Preferably, the sorter 91 also includes a printer that prints a time anddate stamp and an operator identification for the validation. Also, animage of the face of the validated envelope 36′ can be captured andstored in an image archive file for future reference.

FIG. 10 provides a block diagram of the sorter 91 for use with thesystem shown in FIG. 9. A camera 105 is positioned to capture the imageof envelope 36, including the signature 92 and the voter identificationcode 93. A controller computer 100 uses an inbound PLANET code file toassociate the scanned voter identification number with a particularvoter. Once the voter is identified, the appropriate signature image isretrieved from the signature verification file 94. Preferably, thesignature capture file 94 stores signature images in TIF format, indexedby voter identification data. For unrecognized codes, a record is madein the exception file 102 noting discrepancies between the PLANET codescans and inbound pieces. After the initial pass on the documents themail pieces 90 are stacked in bins 104 and staged for subsequentprocessing.

FIG. 11 provides a more detailed depiction of the comparison process, ascarried out by human operators. The captured signatures from thesignature verification file 94 and the stored voter signatures from thevoter signature file 95 can be combined into a single signaturecomparison file 110. Using the signature comparison file 110, operatorsat work stations 111 and 112 can visually compare the envelope signaturewith the voter's recorded signature. Through a computer interface, suchas a keyboard or a mouse, the operator create a record of thedisposition of the comparison process, and such records are stored inthe signature verification file 97.

FIG. 12 shows exemplary pairs of signatures 122-127 as they might bedisplayed on an input screen for an operator. Preferably using a singlekeystroke, the operator will indicate whether the match is valid. Suchindication would be shown, for example in region 128.

FIG. 13 depicts features of the sorter 91 used in connection with thesecond pass of envelopes 90, after the signature validation review. Onceagain the identification codes 93 on envelopes 36 are scanned by camera105. Controller computer 105 looks up whether the identification codecorresponds to a validated or unvalidated mail piece in the validationfile 97. An image of the envelope 36 may also be captured and stored inthe image archive 99. Unvalidated pieces are diverted by diverter 103for exception handling. The remainder of validated pieces are opened inopening station 130 and are sorted into sortation bins 132 based on thevoting authority requirements. Such requirements might separate votersby districts, or sort quantities of envelopes to be handled by differentgroups of workers. Sorted pieces 131 can then be removed from the sorter91 for subsequent counting.

Outbound and Inbound Tracking

FIG. 14 depicts a flow diagram of steps for creating ballot packagesthat include tracking codes for both outbound and inbound mail. At step140, the absentee voter (AV) file is imported from the voting authorityfor use with the automated system. At step 142 the AV file is processedwith address cleansing software (CASS), move update software (ForwardTrack from Pitney Bowes), and mail presorting software (USPS certifiedPAVE software).

At step 141, the process for applying the tracking codes begins bycreating a pair of PLANET codes. The identity of the related pair ofcodes is stored for future use. Preferably, the codes may also berelated to each other by a predetermined formula. For example, thesecond code may be one digit greater than the first.

PLANET codes are selected because that is the barcode format used by theUnited States Postal Service to allow tracking of mail pieces. However,any other type of code could be substituted. Once the pairs of PLANETcodes 143 are created, a first PLANET code is printed on the front ofthe ballot return envelope. The second PLANET code is printed on theback of the ballot return envelope. At step 145 the ballot packagecontents, with the return envelope, are inserted into a carrierenvelope.

At a next processing step 147, the second PLANET code, now the outboundtracking code, is scanned through a front opening in the sealed carrierenvelopes 146. Next, the ballot style code is scanned from the ballotthrough another opening on the back of the carrier envelope at step 148.At step 150, the next voter is selected from the cleaned and sorted AVfile 149 whose required ballot style matched the ballot type scanned instep 148. The selected voter's name, address and delivery point bar codeare printed onto the back of the return envelope through a window in thecarrier envelope (step 153).

Optionally, a final scan is performed after printing to capture theoutbound PLANET code, the delivery point barcode, and the ballot style(step 154). This scan is used to verify that the information all matchesas expected, and to update an audit record 151. Finished and sealedenvelopes 155, are then ready for transmittal to a delivery service.

FIG. 15 depicts configurations of the reply envelope for use inconnection with the inbound and outbound tracking capability. The backside 36B of return envelope 36 includes a signature area 150 for thevoter's validation signature. Next to that is the voter's address region151 where the voter's name and address will be printed after the returnenvelope 36 has been placed in the carrier envelope. On the front side36F of the reply envelope is the return address region 152 indicatingwhere the return envelope 36B is to be delivered.

In a first embodiment of the dual tracking code feature, the pairedtracking codes are not pre-printed on the reply envelopes 36. Thus,exemplary regions 151A, and 152A have blank areas where PLANET codes canbe printed later on. In the preferred embodiment, however, the returnenvelope 36 has paired PLANET codes pre-printed in the voter addressregion 151 and the return address region 152, as shown in examples 151Band 152B.

FIG. 16 depicts configurations of the carrier envelope for use with thedual tracking code embodiment. The front 37F includes an open window 160through which the voter's name and address can be printed onto the voteraddress region 151. In the embodiment where the dual codes are printed,then the outbound code is also printed through window 160.

The back 37B of the carrier envelope includes another window 161 throughwhich the ballot style code can be read. For the embodiment where thedual codes need to be printed, then the inbound PLANET code is printedthrough window 163 onto the enclosed return envelope 36.

Next, in FIG. 17, the assembly of the outgoing ballot package is shown.Views 170 and 171 shows the assembly of components using the embodimentwhere the dual PLANET codes are pre-printed on return envelope 36. Inthis assembly, the style code will shown through the back of carrierenvelope 37, and the voter address, and the outbound planet codes willshow through the front opening of carrier envelope 37.

Views 172 and 173 show the assembly of ballot package components for theembodiment where the pair of PLANET codes is printed after assembly ofthe package. In this embodiment, the return envelope 36′ has a largeflap that folds across the main body of the ballot 34. A portion of theballot 34 having the style code is folded under a lower portion of thereturn envelope 36′ so that the style code will still be visible throughwindow 161 when the assembly is inserted. Then the PLANET code pair canbe printed with the outbound one printed through window 160, and theinbound one is printed through window 163.

In this embodiment, where printing occurs after assembly of the package,printing is required on both sides of the ballot package. This can bedone by having printers both above and below the package transport.Alternatively, the transport can be modified in a known way to flip thepackages to be printed on both sides.

Although the invention has been described with respect to preferredembodiments thereof, it will be understood by those skilled in the artthat the foregoing and various other changes, omissions and deviationsin the form and detail thereof may be made without departing from thespirit and scope of this invention.

1. A method for preparing mail packages to be sent to recipients, a mailpackage comprising a carrier envelope, a content document within thecarrier envelope, the content document having a content style codeprinted on it, and a reply envelope within the carrier envelope, themethod comprising: storing in a computer a list of recipients and foreach recipient storing a corresponding content style for the recipient;feeding, using a mail package transport, the mail package in a series ofmail packages; scanning, using a scanner arranged proximal to thetransport, the content style code while the mail package is being fed;determining, using a computer, a content style for the content documentfrom the scanned content style code; selecting, using the computer, arecipient having the corresponding content style from the list ofrecipients; and printing, using a printing mechanism coupled to thecomputer system, the recipient's name and address information onto anaddress area of the reply envelope.
 2. The method of claim 1, whereinthe mail package is transported with a front face up, and the step ofscanning the content style code occurs from underneath the transportedmail package, and the step of printing the recipient's name and addressinformation occurs from above the transported mail package.
 3. Themethod of claim 1, further comprising the step of preparing the mailpackage by inserting the content document and the reply envelope intothe carrier envelope with an inserter machine, the step of insertingdone independently of any determination of the recipient to whom themail package will be sent.
 4. The method of claim 1, further including astep of printing a postage indicia on a front face of the mail package.5. The method of claim 1, further comprising automated sorting offinished mail packages to facilitate postal delivery.
 6. The method ofclaim 1, further comprising: scanning an inbound identifier code from afront face of the reply envelope through an identifier code window onthe carrier envelope; and associating the inbound identifier code withthe corresponding recipient to whom the mail package is addressed. 7.The method of claim 6, wherein the inbound identifier code is a PLANETcode.
 8. The method of claim 1, wherein the step of printing furtherincludes printing a machine readable recipient ID code along with therecipient name and address information.
 9. The method of claim 8,wherein after the step of printing further includes a step of scanningthe recipient ID code and scanning the content style code and checkingthat the content style correctly corresponds to the content styleassociated with the recipient, and outsorting the mail package if thescanned content style does not correspond to the content styleassociated with the recipient.
 10. The method of claim 1, furtherincluding a step of measuring a thickness of the mail package, and if athickness of the mail package does not comply with predeterminedcriteria, then outsorting the non-compliant mail package.
 11. The methodof claim 1, further including a step of weighing the mail package, andif the weight of the mail package does not comply with predeterminedcriteria, then outsorting the non-compliant mail package.
 12. The methodof claim 1, wherein the recipient is a voter and the content document isa ballot, for use in a vote-by-mail system.
 13. The method of claim 12,further comprising a step of preparing the mail package by inserting theballot and the reply envelope into the carrier envelope with an insertermachine, the step of inserting done independently of any determinationof the voter to whom the ballot will be sent and wherein the step ofinserting further includes placing a voting instruction document inbetween the ballot and the reply envelope that are inserted into thecarrier envelope.
 14. The method of claim 12, further including a stepof capturing and storing an image of the front face of the mail packageafter the printing step.
 15. The method of claim 14, further comprisingthe step of verifying that the recipient name and address information inthe captured image match an expected set of information for that mailpackage.
 16. A system for preparing mail packages to be sent torecipients, a mail package comprising: a carrier envelope having a frontaddress window and a back window; a content document within the carrierenvelope positioned at the back of the carrier envelope, the contentdocument having a content style code printed on it, and the contentstyle code being visible through the back window of the carrierenvelope; and a reply envelope within the carrier envelope positioned atthe front of the carrier envelope, the reply envelope having a recipientaddress area aligned with the address window on the front of the carrierenvelope; the system comprising: a computer storing a list of recipientsand for each recipient storing a corresponding content style for therecipient; a mail package transport; a scanner arranged proximal to thetransport and scanning the content style code while the mail package ison the transport; the scanner coupled to the computer system, thecomputer system determining the content style for the content documentfrom the scanned content style code and selecting a recipient having thecorresponding content style from the list of recipients; and a printingmechanism contiguous to the transport and coupled to the computer systemand arranged to print the recipient's name and address information,received from the computer system, onto the address area of the replyenvelope.
 17. The system of claim 16, wherein the mail package istransported front face up, and the scanner is positioned underneath thetransported mail package for reading the content style code, and whereinthe printing mechanism, for printing the recipient's name and addressinformation, is positioned above the transported mail package.
 18. Thesystem of claim 16, further comprising an inserter machine arranged toprepare the mail package by inserting the content document and the replyenvelope into the carrier envelope, the inserter machine performinginsertions independently of any determination of the recipient to whomthe mail package will be sent.
 19. The system of claim 16, furtherincluding a thickness detecting device and an outsorting device in linewith the transport, and if a thickness of the mail package does notcomply with predetermined criteria provided by the computer system, thenoutsorting the non-compliant mail package with the outsorting device.20. The system of claim 16, further including a scale and an outsortingdevice in line with the transport, the scale weighing the mail package,and if the weight of the mail package does not comply with predeterminedcriteria, provided by the computer system, then outsorting thenon-compliant mail package with the outsorting device.
 21. The system ofclaim 16, further including a postage meter in line with the transportand arranged to print a postage indicia on the front face of the mailpackage.
 22. The system of claim 16, further comprising an output sorterat the end of the transport, the sorter including bins for separatingfinished mail packages into groups to facilitate postal delivery. 23.The system of claim 16, wherein the mail package further comprises: aninbound identifier code printed on the front face of the reply envelope;and an identifier code window on the back of the carrier envelope; andwhereby the reply envelope and content document are positioned withinthe carrier envelope in an offset manner such that the content stylecode shows through the back window, and the inbound identifier codeshows through the identifier code window; the system further comprisinga code scanner arranged contiguous to the transport to scan the inboundidentifier code from the reply envelope through the identifier codewindow and coupled to the computer system which stores an associationbetween the inbound identifier code and the corresponding recipient towhom the mail package is addressed.
 24. The system of claim 16, whereinthe printing mechanism further prints a machine readable recipient IDcode along with the recipient name and address information provided bythe computer system.
 25. The system of claim 24, wherein downstream ofthe printing mechanism one or more verification scanners are locatedcontiguous to the transport and are arranged to scan the recipient IDcode and the content style code, the one or more verification scannerscoupled to the computer system which is programmed to check that thescanned content style correctly corresponds to the content styleassociated with the recipient, and the computer system controlling anoutsorting mechanism to outsort the mail package if the scanned contentstyle does not correspond to the content style associated with therecipient.
 26. The system of claim 16, wherein the recipient is a voterand the content document is a ballot, for use in a vote-by-mail system.27. The system of claim 26, wherein the inserter machine is furtherarranged to insert a voting instruction document in between the ballotand the reply envelope that are inserted into the carrier envelope. 28.The system, of claim 26, further including a camera arranged contiguousto the transport to capture and store an image of the front face of themail package in the computer system after printing.
 29. The system ofclaim 28, wherein the computer system is further programmed to verifyingthat the recipient name and address information in the captured imagematches an expected set of information for that mail package.
 30. Amethod for preparing mail packages to be sent to recipients, a mailpackage comprising a carrier envelope, a content document within thecarrier envelope, the content document having a content style codeprinted on it, and a reply envelope within the carrier envelope, themethod comprising: storing in a computer a list of recipients,comprising storing a corresponding content style for each recipient;preparing the mail package, comprising inserting the content documentand the reply envelope into the carrier envelope, wherein inserting iscarried out independently of any determination of the recipient to whomthe mail package will be sent; feeding, using a mail package transport,the mail package in a series of mail packages; scanning, using a scannerarranged proximal to the transport, the content style code while themail package is being fed; determining, using a computer, a contentstyle for the content document from the scanned content style code;selecting, using the computer, a recipient having the correspondingcontent style from the list of recipients; and printing, using aprinting mechanism coupled to the computer system, the recipient's nameand address information onto an address area of the reply envelope.